To provide support to the school’s governing body by servicing meetings, providing advice on procedural and constitutional matters, and undertaking other administrative duties associated with the effective operation of the governing body.

Principal Accountabilities

Prepare the agenda in consultation with the chair of governors and headteacher and ensure statutory and standard items are included at the appropriate meeting.

Issue agendas, papers and notices of all governors’ meetings within the legal timescale.

Attend all meetings of the full governing body and other committees/working groups as agreed with the chair of governors, and take accurate minutes of the meeting, to reflect clearly the discussions and decisions taken. Circulate draft minutes within an agreed timescale.

Provide administrative support to the chair of governors, for example, distributing correspondence and preparing/issuing letters and reports as required.

Maintain the minute book or file of signed minutes, records of all governing body meetings, current terms of reference, approved policies, a schedule of policy review dates, the current Instrument of Government and other relevant documentation, at the school. Archive information at agreed periods.

Liaise with the local authority (LA) and Department for Education (DfE) as appropriate, on issues relating to school governance, to advise the governing body on relevant procedural matters, policy issues and current legislation.

Maintain an accurate record of attendance at meetings and acceptance of apologies. Record a schedule of governor visits to schools where required. ???????

Maintain a database of current governors, including names, addresses, areas of responsibility, membership of committees and terms of office, ensuring information is always accurate. Ensure governors have signed a declaration of eligibility and completed an annual declaration of pecuniary interests. Advise the LA promptly of any changes to governing body membership.

Liaise with the governing body/LA/Diocese when governors’ terms of office are due to come to an end. Administer elections for new parent governors and staff governors when required, overseeing the democratic process in line with government requirements. Provide relevant information as agreed by the governing body, (including the Guide to the Law) for all new governors.

The post holder is responsible for ensuring that the Council’s equalities policy is fully implemented in all areas of his/her work as is the Council’s health and safety policy and agreed codes of practice and that he/she works within the confines of the Data Protection Act.

Job Related Knowledge, Experience and Qualifications

Educated to minimum of NVQ Level 2 or equivalent

Experience of carrying out a wide range of administrative tasks, including organising committees and other working groups, minute taking / servicing of meetings, record keeping, filing

Good knowledge of relevant policies / codes of practice and relevant legislation

Good knowledge and understanding of relevant ICT packages

Skills and Abilities

Effective written and verbal communication skills and able to work with and communicate with staff of all levels

Ability to work confidentially with sensitive and confidential information

Ability to prioritise own workload to ensure deadlines are met

Ability to keep accurate and up to date records

Other Requirements

The post holder will have to be flexible in terms of working hours, as many governors’ meetings take place outside of normal office hours and can sometimes be called at short notice

Demonstrate a willingness to undertake appropriate training and development

It’s a very straight forward system, very smooth and easy to use. Some compliance systems with other agencies have put me off of the whole placement as they have too many paper forms to fill out and sign, so couldn’t fault Safeguarding First at all.